It may be useful to record an online meeting if not all participants can be present at the time of the meeting or if it is an information session for a larger group. You can find instructions on how to record a Teams meeting on this page.

The meeting recording captures everything that is seen and heard by the meeting participants. This means that the recording will include either the icons/video images and sounds of the participants, or a split screen and the sounds of the participants. During recording, when sharing the screen, you should consider the PowerPoint sharing method, full screen sharing is the recommended choice so that the slides in the PowerPoint presentation change! If a single PowerPoint file is selected for screen selection, then the presentation may not show the slide changes.

Visibility of the recording, data protection

The recording can be viewed by all those invited to or involved in the meeting, one of two conditions is sufficient. If a meeting changes participants in the middle, you should create several separate consecutive meetings so that the recordings and chat are only visible to the intended audience. For example, for management group consultations, it may be worth creating separate shorter Teams meeting segments for those who are being consulted in the middle of the rest of the meeting, so that not all the information and issues discussed in the meeting are available to everyone who attended at any point in the meeting!

The recording can also be public for everyone on Stream if the recorded meeting was held in a fully open Teams team or as a public info event. If you are concerned about the visibility of the recording, please contact us via the HelpJYU portal!

Starting a recording

There may be some restrictions on the storage of the meeting based on access rights or Microsoft load at the time. However, any of the participants should normally be able to start recording the meeting.

Once you are in the meeting, start recording by clicking the "Start recording" button behind the three dots on the toolbar.

Recording starts as soon as the button is pressed, but if for some reason there is a heavy load on Microsoft's servers, there may be a delay before recording starts. Teams will then indicate that it is waiting for the recording to start and instead of a red recording circle, there will be a full white circle next to the meeting timer.

A notification banner is displayed at the top of the page for both participants and the person who started the recording. The banner can be closed by clicking on the grey tick, or by opening the "Privacy policy" which opens in the browser.

During the recording, all the tools of the meeting can be used freely.

To stop recording, press "Stop recording" from the same place where it started, behind the three dots. Recording will also stop automatically if all participants leave the meeting.

Watch, edit and share your recording

The recording of the Teams meeting is automatically transferred to the personal Microsoft Stream service of the person who started the recording. In addition, a link to the recording will automatically appear in the meeting's conversation feed, where everyone who was either invited to the meeting, or who was in the middle of the meeting, will be able to view the recording. The recording is therefore located in the personal Stream of the person who started the recording, but the link to it is shared with all participants.

Perhaps the easiest way to access the recording is to follow the conversation feed of the meeting, wait for a link to appear and click on the link. Another way is to go directly to the Stream service and search for the recording of that meeting. The recording of the meeting will be displayed on the Stream home page not only to the person who started the recording, but also to the participants of the meeting, as the service will suggest recordings to which you have access (e.g. general briefings, Teams to which you have access, etc.) and those to which you have been invited.

In the conversation of the meeting, the recording is therefore shown as a video link: 

From the Stream service, you can download the recording to your computer, share the link or delete it. You can find the recording on the service by clicking on "Created by me" and the videos shared with you can be found under "Shared".

You can share a recording by clicking on the three dots in the list next to it and then "Share". You will also find a delete option behind the three dots. From the pen icon you can edit the name and description of the recording, the group it is shared with, and even add subtitles to the recording.

Read next: How do i make a Teams call?